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Transferring University Records to the Archives
Special Collections and Archives
Transferring University Records to the Archives
Special Collections and Archives
Transferring University Records to the Archives
University records that are archival or historical in nature should be transferred to the University Archives in consultation with the University Archivist and in accordance with the University Record Retention Schedule as laid out in University Policy 3342-5-15.
Below is a non-exhaustive list of record types all units should consider for historical or archival value. A unit may refer to any university entity including colleges, schools, programs, departments, regionals, or non-academic/non-degree granting offices:
- Annual Reports
- Correspondence [substantive] Event files [programs, speeches, announcements]
- Faculty/staff rosters or information
- Facilities
- Historical accounts or anniversary files about the unit or its faculty/staff
- Official unit minutes of meetings
- Photographs and audiovisual materials
- Publications, unit specific, [brochures, newsletters, handbooks, articles]
- Self-studies, reports, and accreditation reports
- Subject files about the unit
Please note we do not generally collect objects and artifacts.
The University Archivist can provide you with more specific information on the types of records the University Archives collects based on the type of unit that is transferring records, including Academic Units, Non-Academic Units, Athletics, Student Organizations, and Faculty papers.
Steps for transferring records:
- Contact the University Archives at specialcollections [at] kent.edu or 330-672-2270
- Please be prepared to provide the following information:
- Type of materials [documents, photographs, A/V, digital records]
- Subject/Content [ex. Minutes, reports, anniversary files, handbooks, etc.]
- Amount of material [ex. 3 boxes; 5 folders; 2 file cabinet drawers; 4 GB]
- Date range [ex. 1970s-1980s]
- The University Archivist may request an on-site review of identified materials prior to transferring any records
- Please be prepared to provide the following information:
- Organize and box physical files
- Maintain the original order and folder titles for materials
- Put in sturdy boxes with lids. The boxes should be no larger than 10"x12"x15"
- Provide a brief summary or inventory of what is in the boxes
- Number each box sequentially: 1 of 3, 2 of 3, 3 of 3
- Organize and package digital records
- Please follow instructions provided by the University Archivist for digital materials
- Schedule physical transfer of materials
- Depending on the amount to be transferred this may be a pick up by the University Archivist or require contacting the university movers for assistance
- If transferring digital records follow instructions provided by the University Archivist for digital materials
- After a transfer is completed, you will receive an email acknowledgment from the University Archivist
- You may access both processed and unprocessed transferred materials by contacting specialcollections [at] kent.edu (Special Collections and Archives) or 330-672-2270
